The financial governance and general principles of the Diocese are outlined in Statute 6 The Finance Statute. This includes the mechanism for calculating Assessments. If you have any questions please contact the Registrar-Manager.
REPORTING TO THE DIOCESE
Each year the treasurer must prepare parish accounts including a statement of financial performance and a statement of financial position. Advice on the format of these can be obtained from the Diocesan Office. These reports should be submitted to parishioners at the parish annual general meeting usually held in March or April. They should then be forwarded to the Registrar-Manager.
If a parish has been in overdraft by $2000 (or another amount that may be fixed by Standing Committee from time to time) for three months, the treasurer must advise the Registrar-Manager within seven days of the vestry meeting when this was reported. Subsequent reports will be required until the overdraft returns to below the $2000 threshold.
For more detail please see Statute 15 The Parishes Statute.
The Diocese offers ministry units a multi level Parish Accounting service through Trust Management Ltd in Auckland; their contact details can be found here.
Please find below Parish Accounting forms.
INCOME AND EXPENDITURE
In order to protect individuals, it is strongly recommended that in the case of stipendiary clergy, all gratuity income, for example from funerals and weddings, be paid to the treasurer and shown as church income.
Self-supporting clergy may choose to do likewise. If however, Self-supporting clergy chose to retain the gratuity, then they are responsible for declaring it as income for tax purposes.
Please contact the Diocesan Office if you need advice on accounting for trading or donation income.
The standard expense claim form as listed in the Parish Accounting Forms section of this page should be used for any type of expense claim. Any person making a travel claim, whether regular or casual, should include details of the travel distance and purpose of the trip or trips. The reimbursement rate covers all costs of car use, including petrol. No separate payment should be made for petrol costs. The Inter Church Bureau (previously the Inter Church Working Party on Taxation) has reviewed the motor vehicle reimbursing rates based upon the latest AA review of costs for petrol and electric fuelled cars. The latest motor vehicle reimbursing rates (memo is below) therefore reflect a small decrease. Their latest guidelines can be found below. In essence, the flat rate of 43c applies unless the person claiming provides the estimates as outlined in the "How to use these rates" section of the guideline, in which case the other options may apply. Carpooling: If several members of a Licensed Ministry Team attend seminars, archdeaconry meetings, etc. it should be the policy of the Team that carpooling is a necessity to prevent paying several travel claims. All members should be paid the same mileage rate unless decided by the Vestry.
Standing Committee is responsible for insuring all property occupied by a parish (see Standing Resolution VI). The insurance scheme is run on a cooperative basis; by purchasing together at the Diocese level economies of scale can be realised.
The Diocese participates in the Anglican Church of New Zealand’s material damage and business interruption programme operated by the Anglican Insurance Board. The AIB uses economies of scale and levy relief arrangements to ensure that competitive premiums are secured. and processes all claims. It also keeps a claims history of the Diocese Any claims should be made through the Diocesan office to the AIB.
Risk management is vitally important in preventing or minimising accidents and insurance claims, and therefore reducing premiums. Fire, accident, thefts, malicious damage, and so on can all be minimised if careful attention is paid to risk management.
Here is a helpful link to a series of checklists that may help parishes manage risk around their church plant: https://aib.org.nz/all-churches-collective-insurance-bargaining/irm-checklists
SUMMARY OF COVERAGE
The Diocese has comprehensive information available on the current insurance cover should it be required by a parish. The following may be of help.
Buildings are insured for full replacement values although there are some exceptions. In the case of dwellings, these are insured for replacement. This is based on floor area.
Parishes may wish to explore a change from replacement cover to functional cover. In these instances, Standing Committee will require information from the parish in order to make a decision. Details of the information required are available from the Diocesan Office.
The Diocesan cover for contents amounts to over $8,000,000. Each location enjoys full replacement value and averages do not apply. Contents insurance covers such things as pews, carpets, organs, and sound and amplification equipment and so on.
Excesses are important considerations. These include earthquake damage to churches and church halls which is covered by insurance companies while earthquake damage to vicarages and other residential buildings is covered by the EQC up to the first $100,000 for buildings and $20,000 for contents.
Insurance premiums include government levies and Fire Service charges and fees.
Other insurances held by the Diocese include public liability (a copy of this certificate is available here), motor vehicle, marine cargo (includes household goods in transit) as well as general fire protection.